PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
When PeopleSoft/Oracle was first implemented it was decided by Howard Perdue and Tom Smith to make the
Bursar holds “soft” to ease the shock of learning the new PASSPORT Student Administration System for the students. Howard Perdue stated that the “hard” hold should be placed back on student’s accounts after one year.
Currently, students (residents of CA) that owe fees for the current and previous semesters have “soft” Bursar
Holds on their records and are still able to register for future classes without collection of fees. Beginning
Summer 2010 these holds will become “hard” Bursar holds which will require that the students pay all fees before attempting to register and will limit their account activity in the Passport Student Administration System.
In the Spring 2010 Schedule of Classes there is a statement that informs students that they must pay their fees within ten working days after they register or their registration may be cancelled. (Page 14 - “You have 10 working days after you register to submit your payment or your registration MAY be cancelled and a hold will be placed on your account.”) In future schedule of classes and catalogs the statement will read, “Please note:
Students who enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.” Beginning Summer 2010, this process will be implemented (excluding those that are receiving
Financial Aid, BOGG Waivers, Pell Grants, Veterans, etc...) Also, any student that has outstanding fees will not be able to register, will have limited account activity and will be prompted to pay all fees in order to enroll.
The above statement should also be included on the front page of the CCCApply Application, in the application acceptance emails that are sent to students, on the web, in teacher syllabi, and in periodic emails sent to students reminding them about this important information, etc...
Marketing will need to run an extensive campaign informing students about these procedures and about the new fees owed by students (i.e. Easy Pass and the Student Health Fee beginning Fall 2010). Ideally the students should be informed about all of the changes and updates on their Data Mailers (when told about their enrollment appointments), campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc...
Wednesday, March 3, 2010 Minh Lam stated that he would make the necessary changes to accommodate the
“wish list” that was requested in the previous Enrollment Fee Collection Proposal. Below are the new steps that
students will see when adding and paying for their courses, tasks that need to be completed and an Academic
Calendar with a timeline of events that will all need to be utilized in order to make this process a success:
Currently when a student adds a class they receive a message telling them the class is in their shopping cart and to continue processing their enrollment.
It would be ideal to add the verbiage: “Please note:
Students who enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.”
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
After clicking the ‘Proceed to Step 2 of 3’ button the students are informed to click the “Finish
Enrolling” button in order to add classes.
After clicking the “Finish Enrolling” button the students are successfully added to their classes and can choose whether or not to “Make a
Payment” or click “My Class
Schedule”
It is suggested that the option for clicking “My Class Schedule be removed (because there is already a link at the bottom of the page for this) and just have the “Make a
Payment” button available.
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
Students should then be able to enter the Payment Amount. Currently students do not need to pay the full amount owed and can make a partial payment. On Wednesday,
March 3, 2010 Minh Lam stated he will change the programming in the system to disallow partial payments and require that they pay in full.
The following message needs to be added on this page: “Remember:
Students who enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.”
Students can then “Select a Payment
Method” At this point they should also be given a total amount of payment owed and an itemized list of the fees that they are being charged (i.e. Easy Pass, Campus
Center fee, etc...) instead of displaying it at the end of the transaction.
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
Students then are asked to confirm the payment information and submit or change the payment amount/details.
The system informs students about the results of their payment.
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
Per the Enrollment Fee Meeting on Wednesday May 3, 2010 at 2 pm, below are the tasks that need to be completed in order for the Enrollment Fee Collection Process to be successful:
Note: The list & calendar have been updated to reflect updates from the PIT meeting on 3/17/10.
Assigned
To
Target
Due Date Completed? Task Description
Submit the new verbiage for the schedule of classes regarding the Enrollment Fee Collection Process needs to say, " Please note: Students who enroll before the beginning of the term must submit your payment in full or your registration WILL be cancelled two (2) weeks before the beginning of the term.
Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.”
Test the holds process in the HRUAT environment to make sure that the hard hold is successful in not allowing a student to be enrolled in classes.
Configure the “waitlist” functionality in the HRUAT enrollment so it can be tested with the fee collection process
Test the batch process for removing holds after a student pays their fees to run either every 1/2 and hour (30 minutes), hour,
2 hours or nightly. (Per Diane Hughes, email is at the end of this document; the system is not ready to do a drop process and will take a few months to implement. She has sent an
email describing step by step what needs to be done to
implement this process. In the meantime, Minh will use the
Attendance Verification process that we currently have to drop students that have not paid their fees two weeks before the beginning of the term.)
Admissions 3/5/10
Joyce
Sheryl Q.
IT/Minh
Lam
Week of
March 8th


3/5/10
3/11/10
IT/Minh
Lam
Redesign the payment process in the student portal (see the steps in the attachment.)
Send notifications/emails to staff, faculty, managers and students informing them about this new process that will be enforced for Summer/Fall 2010. Advertising and word of mouth is key to making sure that this process is successful.
Hard holds need to be placed on student accounts.
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by the scheduled
Disenrollment Dates.
Begin disenrollment of students that have not paid their fees two (2) weeks before the beginning of the term
Admissions
&
3/12/10,
5/31/10, &
Marketing
IT/Joyce
7/30/10
4/9/10
Every 1 st
,
3 rd
& 5 th
Friday of
IT/Joyce
IT/Minh
Lam each month
6/7/10 &
8/9/10
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
(These dates are tentative & subject to change)
March 5 Friday
March 5 Friday
March 8 Monday
March 8 Week of
Rollover DSPS, EOPS & VETM students from Spring 10’ to Summer/Fall
10’
The new verbiage for the schedule of classes regarding the Enrollment Fee
Collection Process needs to say, " Please note: Students who enroll before the beginning of the term must submit your payment or your registration
WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.”
Batch Term Activation & Create Enrollment Appointment Times & Assign
Enrollment Appointments. o Test the holds process in the HRUAT environment to make sure that the hard hold is successful in not allowing a student to be enrolled in classes. o Configure the “waitlist” functionality in the HRUAT enrollment so it can be tested with the fee collection process o Test the batch process for removing holds after a student pays their fees to run either every 1/2 and hour (30 minutes), hour, 2 hours or nightly. (Per
Diane Hughes, the system is not ready to do a drop process and will take a
few months to implement. She has sent an email describing step by step
what needs to be done to implement this process. In the meantime, Minh will use the Attendance Verification process that we currently have to drop students that have not paid their fees two weeks before the beginning of the term.) o Redesign the payment process in the student portal (see the steps in the attachment.)
March 12 Friday
Notifications/emails need to be sent to staff, faculty, managers and students informing them about this new process that will be enforced for Summer/Fall
2010. Advertising and word of mouth is key to making sure that this process is successful.
March 17 Wednesday Run the Batch Term Activation and Enrollment Appointment Process
March 19 Friday Data Mailer List Run & Addresses sent to Charlotte Smith
March 22 Week of Data Mailers/Emails sent to Students about appointment times
March 22 Week of Summer/Fall Schedule of Classes posted on the web
NOTE: Ideally the students should be informed about all of the changes and updates on their Data
Mailers (when told about their enrollment appointments), campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc... They should be notified about:

Health Fees

Easy Pass Fees

Enrollment Fee Payments are due 2 weeks before the beginning of the term
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]

Holds

Activating Peralta Email Addresses

Warning letters for non-payment of fees
Also, Student Ambassadors and A&R staff should begin to inform students about the new changes.
April 9 Friday Hard holds need to be placed on student accounts no later than this date.
April12-13 Mon-Tues Priority Registration begins for DSPS, EOPS & VETM Students
April 14 Wednesday Continuing Student Enrollment begins
April 16 &
April 30
Friday
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.
May 3 Monday Open Enrollment begins for ALL students (New, Returning, H.S., etc...)
May 7
May 19
May 21
May 25
May 31
Send out congratulation/confirmation letters (emails) to inform students
Friday that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.
Tuesday
Malcolm X’s Birthday – Holiday Observance
Friday
Monday
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.
Memorial Day – Holiday Observance
Monday
Notifications/emails need to be sent to staff, faculty, managers and students informing them about this new process that will be enforced for
Summer/Fall 2010. Advertising and word of mouth is key to making sure that this process is successful.
June 4 Friday
June 7 Monday
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by
Monday, June 7, 2010.
Begin disenrollment from classes for those students that have not paid their fees two (2) weeks before the beginning of the term
June 18 Friday
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by
Monday, August 9, 2010.
June 21 Monday Day and Evening Instruction Begins
June 26 Saturday Saturday Instruction Begins
June 26 Saturday Last Day to Add Classes
Warning letters sent to students for nonpayment of fees along with the final
June 28 Monday effort for fee collection which is the referral to co-top.
June 28 Monday Census Day – Instructor Verify Enrollment in Classes
July 1 Thursday
Last Day to Drop Full-Term Credit Classes Without “W” Appearing on
Transcript.
NOTE: All outstanding fees are still due even if classes are dropped 7/2/09. The Last Day to Drop
Without a “W” appearing on transcript may vary for Short-Term and Open-Entry, Open-Exit Classes.
July 2 Friday
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by
July 2 Friday
Monday, August 9, 2010.
Last Day to File Petitions for AA or AS degree/Certificate
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
July 5 Monday Independence Day – Holiday Observance
July 3 Saturday Classes Do Not Meet
July 6 Tuesday Last Day To Drop Full-term Credit Classes And Receive a Refund
Note: Short-term and open-entry classes must be dropped on or before the first day of class to receive a refund
July 16 Friday
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, August 9, 2010.
Wednesday Last Day to withdraw and Receive A “W” July 21
July 21
July 31
Wednesday Attendance Verification Day – Instructors Verify Enrollment
Saturday Saturday Instruction Ends
July 26-31 Mon. – Fri. Full Instructional Week including Final Examinations
July 30 Friday Summer Semester Ends
July 30
July 30 &
August 6
Friday
Friday
Notifications/emails need to be sent to staff, faculty, managers and students informing them about this new process that will be enforced for
Summer/Fall 2010. Advertising and word of mouth is key to making sure that this process is successful.
Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, August 9, 2010.
Grade Rosters and Rollbooks are due August 9 Monday
NOTE: Students should be informed again about all of the changes and updates in their campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc... They should be notified about:

Health Fees

Easy Pass Fees

Enrollment Fee Payments are due 2 weeks before the beginning of the term

Holds

Activating Peralta Email Addresses

Warning letters for non-payment of fee
Also, Student Ambassadors and A&R staff should remind students about the new changes.
August 9 Monday
Begin disenrollment from classes for those students that have not paid their fees two (2) weeks before the beginning of the term
August 23 Monday Day & Evening Instruction Begins
August 28 Saturday Saturday Instruction Begins
September 6 Monday Labor Day – Holiday Observances
September 7 Tuesday Last Day To Drop Full-term Credit Classes And Receive a Refund.
Note: Short-term and open-entry classes must be dropped on or before the first day of class to receive a refund.
September 11 Saturday Last Day to Add Classes
September 13
September 5
Monday
Saturday
Warning letters sent to students for nonpayment of fees along with the final effort for fee collection which is the referral to co-top.
Last Day to Update Grading Option for Classes (Grade or Pass/No Pass in the Student Center)
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
September 13 Monday Census Day _ Instructor Verify Enrollment in Classes
*September 24
Friday
Last Day to Drop Full-Term Credit Classes Without “W” Appearing on
Transcript
All outstanding fees are still due even if classes are dropped today.
October 29 Friday Last Day to File Petitions for AA or AS degree/Certificate
November 11 Wednesday Veteran’s Day – Holiday Observance
November 24
November 24
Wednesday Last Day to withdraw and Receive A “W
Wednesday Attendance Verification Day – Instructors Verify Enrollment
November 25-26 Thur. - Fri. Thanksgiving – Holiday Observance
November 27 Saturday Saturday Classes Do Not Meet
Saturday Saturday Instruction Ends December 11
December 13 –
17
M on.– Fri. Final Examinations
December 17 Friday
January 3, 2011 Monday
Fall Semester Ends
Grade Rosters/Rollbooks are Due
*Note: Last Day to Drop Without a “W” appearing on transcript may vary for Short-Term and Open-
Entry, Open-Exit Classes. Saturday classes begin August 22 and meet every Saturday except
November 28. Saturday classes end December 12.
From: D.D. Hughes [mailto:ddasilva00@gmail.com]
Sent: Wednesday, March 10, 2010 9:37 AM
To: Joyce Brown-Willis
Cc: James M. Bracy; Minh Lam; Judy Cohen; Wise E. Allen; DHughes@ciber.com; MaryBeth Benvenutti
Subject: Re: Updated Enrollment Fee Collection Process
Team,
I hope this message finds you well. I have reviewed the below, the process proposed is suggesting using "work around" outside of the PeopleSoft Student Financials delivered processes to assist in fee collection. I cannot speak much to these work arounds and modification's as they are not using the systems delivered functions. In regards to time frame, If Peralta is only seeking to run and perform the functions listed on the Enrollment Fee Collections process document; you may be able to meet the
April target date. In the future, Peralta may want to consider implementing PeopleSoft delivered functionality to assist the district and colleges with fee collections. These processes include:
1. Credit History / Aging Process - This process assigns students to various aging categories if they fall past due to assist with collection process and reporting
2. Billing Process - This will allow Peralta a mechanism to generate billing statements for student fees
3. Enrollment Cancellation Process - This is a delivered process that will drop students from classes if they are eligible for cancellation based on specific criteria. This process also has the capability to exclude groupings of students.
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PCCD District A&R Office [ ENROLLMENT FEE COLLECTION PROCESS ]
4. Collections and Write-off processes- This will allow Peralta to create an in house collection process or refine an existing collection process to outside agency's and will allow the District to properly identify students who's accounts will require a write-off.
As per the request of Minh and Mr. Bracey, I have attached a Sample/Draft project plan for implementation of the above items for your review. Please note ** this is a sample/Draft plan and will require refining and adjustments as per business process requirements and district suggestions. The draft plan suggests 20-32 weeks for implementation of a complete fee collections process. This includes implementation of above functionality, testing, modification, security design and training.
I would be happy to discuss the plan with you in further detail if needed. Let me know if you have any questions.
If Peralta would like to move forward with this plan or a portion of the plan, discussions will need to occur with CIBER in order to create a contract / statement of work for these tasks.
Thanks
D.
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